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Creating Meetings and Entering Decisions in Human Ethics

Emily Yeomans
  • Updated

After you have assigned a full board review to the submission, you will schedule a meeting for the board to make their decision.

Scheduling a Meeting

  1. On the Submission Details page, click on Assign Meeting beneath Required Tasks.

  2. In the right-hand panel, click on New Meeting above the calendar.
  3. Fill out your meeting details. You will need to confirm the board, meeting date and time, and location. You can also input an agenda and any additional notes you may have. Both the agenda and notes fields are rich text boxes.
  4. Click Save.

You will be brought to the Meeting Details page. This is where you will begin the meeting, mark the attendees, and make your decision. You can also Edit or Delete the meeting on this page.

Adding Guests

  1. Navigate to the Agenda page.
  2. On the Attendees tab, select the + Add button. On the Find People page, begin typing the first or last name of the person you wish to add. Select the Save button when finished.

Please note: 

  • Only individuals that have an active Cayuse account can be added to the agenda in this format. You may either:
    • Add them to the system as a guest user if they are external to your institution via the Cayuse Platform Admin - or -
    • Add their name in the free text field of the “Notes” section of the ad hoc agenda section.

Meeting Details

To send your agenda to the board prior to the meeting, click Send Agenda. You can also download a PDF of your agenda by clicking Agenda.

You can add the submission to the meeting by clicking on the appropriate review tab and clicking Add.

Click on + to add the submission, then click Save.

To return to this screen from your dashboard, click Meetings in the menu.

Find your meeting on the calendar and click on it, then click View Details.

You can also return to this page by clicking on the Meeting Date on the Submission Details page.

Having Your Meeting

  1. On the Meeting Details screen, click Start Meeting.

  2. Mark your attendees by toggling their switch to Yes.

  3. You can add additional notes to the meeting while it's in session by clicking the Edit button. You can also add attachments during the meeting via the attachments tab. 

    Adding attachments
  4. When you are finished, click End Meeting.

Making a Decision

After you've ended the meeting, you can continue to add notes to the meeting by clicking the pencil icon beneath Notes.

You can also adjust attendees and add attachments.

Clicking on  will generate a PDF of what happened during your meeting. If you generate the Minutes PDF after your decision has been made, this PDF will also include the decision result.

When you are ready to make the decision, find the submission beneath its tab. Click , and then click Results.

You can also make a decision by clicking Make Decision on the Submission Details page.

Decision Details

  1. Decision: - Select the desired decision for the submission. Learn more about decision types here.
  2. Result Date: - The date the decision was made.
  3. Expiration Date: The date the study will expire. By default, this is determined by the expiration period specified by the Admin on the Application Settings page, but you can change it to any date needed. The expiration date is only set for Initial and Renewal submissions that have been approved. Modification, Incident, and Closure submissions will display the expiration date set in the most recent Initial or Renewal submission for the study.
  4. Motioned/Seconded: Select the board members who motioned/seconded the decision, if applicable. Members who have a conflict of interest, such as members who are part of the research team, will be grayed out in the list and noted as having a conflict.
  5. Votes: Tally the total number of for, against, and abstained votes.
  6. Recused: Enter details relating to any recusements due to possible conflicts of interest.
  7. Findings: Any text entered in the Findings box can be used as part of the letter(s) sent in relation to this submission. See Letter Templates - Using Variables for how to include this section in a letter template.
  8. Researcher Notes: Notes that are intended for the research team and can be used as part of the letters(s) sent in relation to this submission. See Letter Templates - Using Variables for how to include this section in a letter template.
  9. Internal Notes: Private notes that will not be visible to the research team.

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